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Departments, organized sections, and related groups are invited to host a business meeting or reception during the annual meeting. Individuals from those organizations or institutions wishing to secure space should review the instructions below and complete the appropriate forms. Business meetings and receptions are scheduled on a first-come, first-served basis.

The deadline to submit business meeting and reception request forms for the 2012 APSA Annual Meeting has passed. If you are still interested in hosting an event, please contact Lauren Barry at lbarry@apsanet.org.

Business Meeting Details

Available Days
• Thursday, August 30
• Friday, August 31
• Saturday, September 1

Available Times
• 12:15pm - 1:15pm
• 6:15pm - 7:15pm

Reception Details

Available Days
• Thursday, August 30
• Friday, August 31
• Saturday, September 1

Available Times
• 7:30pm - 9:00pm
• 10:00pm - 11:30pm

Fees
There is no cost for use of reception or business meeting rooms; however, organizations are responsible for all catering charges, special A/V set-ups, and labor charges required for your event by the hotel and/or convention center.

Catering
Reception and business meeting organizers will work directly with the hotel/convention center regarding catering, if applicable. All groups that submit requests on or before the deadline will receive notification of the day, time, and location of their event, as well as the name of the venue's catering manager in June 2012.

Estimated Catering Costs
The estimated costs involved in sponsoring a cash bar reception have not yet been determined. Prices below are estimates and will be subject to change; service charges and sales tax not included. The costs in recent years were as follows:

• Bartender fees: $150 per bar (additional $35.00/hr for over 3-hour period)
• Cashier fees: $100 per 2 bars (additional $35.00/hr for over 3-hour period)
• Imported Beer: $6.75 - $7.00 per bottle
• Domestic Beer: $6.00 per bottle
• House Wine: $7.00 - $8.00 per glass
• Soft drinks: $4.25 - $5.25 per bottle

Food estimates are unavailable at this time, as the price varies depending upon your specific type of event and location. Please discuss budget restrictions directly with your venue's catering manager.

Reception/Bar Sharing
Charges for hosting a bar are high, and APSA understands that this may preclude some groups from hosting a reception. APSA encourages organizers to coordinate with other universities and/or APSA Organized Sections to co-host receptions. If there is interest and scheduling allows, affiliates will be able to share one bar between two rooms.

First Come, First Served
Business meetings and receptions are scheduled on a first-come, first-served basis. APSA recommends immediate reply to this invitation by completing the appropriate online form above. Please complete all the required information, including at least two choices for day and time, and your expected attendance. Failure to include this information will result in a delay processing your request.

Scheduling
For groups holding a business meeting and a reception, APSA typically schedules both events in the same location in nearby rooms (as space allows) for convenience. If this is not possible, organizers will be contacted so that APSA can work on other alternatives. Earlier starting times are not available due to the time required to reset rooms once the panel sessions have concluded.

Location
Organizers may not request a specific location. Room assignments are based on size needs, room capacity, and space availability.

Distribution of Promotional Flyers
APSA will designate display tables and APSA event boards in both headquarter hotel properties and the convention center in central locations for the purpose of advertising events, and distributing pamphlets or announcements. Posting flyers in public areas of hotels and the convention center not designated for APSA use is strictly prohibited in signed agreements between APSA and hotel and convention facilities. We appreciate your adherence to this policy. The final program will outline the areas where display tables and event boards are located.